JD Howlette Law is looking for a dedicated Litigation Assistant to join our growing civil litigation and business law practice. We handle a wide variety of legal matters and are in need of a motivated point person to oversee the law office's client intake processes, administration duties, and general office procedures. We rely heavily on technology to assist us in all aspects of the law office's operations.
The Litigation Assistant's duties and responsibilities include scheduling meetings and appointments for attorneys, greeting clients and prospective clients, drafting correspondence for clients and vendors, organizing client files, electronically filing court documents, and providing general administrative support to law office staff. This person should be able to create and maintain a pleasant work environment, have superb writing skills, and display high levels of organizational effectiveness, communication, and professionalism.
A strong candidate will have experience with Microsoft Word, Excel, Outlook, and Adobe, and be able to accurately handle administrative duties. Ultimately, the Litigation Assistant should be able to ensure the smooth running of the law office and help to improve business procedures and day-to-day operations. Previous experience as a legal secretary or assistance is a plus but not required.
Responsibilities
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- Provide general office support for attorneys, such as processing payment invoices, and maintaining and organizing client files
- Coordinate and schedule meetings, calls, and appointments with clients and other attorneys
- Coordinate and schedule depositions for attorneys
- Manage the intake and initial assessment of prospective clients by answering phone calls, scheduling intake calls, and sending and reviewing intake forms
- Welcome prospective clients and following-up with leads during normal working hours (Monday through Friday, 9:00am to 5:30pm)
- Prepare various correspondence, documents, templates, and forms, ensuring formatting, consistency, and accuracy for time-sensitive and high-profile documents
- Format, proofread, and finalize detailed correspondence, pleadings, and other legal documents
- Establish and maintain professional working relationships with clients, court staff, and third-party vendors
- Assist with the organization and preparation of mediation, trial, deposition, and exhibit and witness notebooks
- Provide general support to clients and visitors
- Assist in the onboarding process for new hires
- Address employees queries regarding office management issues (e.g. stationery, hardware and travel arrangements)
- Performing various office support duties, including copying, scanning, faxing, overseeing large print jobs, transcription, operating a multi-line telephone system, filing and data entry
Necessary Skills & Requirements
- Excellent written and verbal communication skills
- 1-year related experience or a related degree
- Full-time availability Monday through Friday
- Reliable internet connection, a quiet and private workspace, and a functional personal computer or laptop
- Proficiency with Zoom, Microsoft Word, Excel, Outlook, and Adobe
- Excellent time management skills, attention to detail, and the ability to multi-task and prioritize work
- Strong organizational and planning skills
- Must have the ability to work both independently and as part of a team
- Must possess a willingness to learn and provide exceptional customer service
- Must be self-motivated and able to meet strict deadlines
- Excellent written and verbal English communication skills
We are an equal opportunity employer committed to creating a progressive workplace based on teamwork, integrity, and customer service. We encourage applicants from all fields and backgrounds to apply.
Job Type: Full-time
Pay: $16,870.00 - $33,740.00 per month
Education:
- Bachelor's (Preferred)
Experience:
- Administrative Assistant and/or Receptionists: 1 year (Preferred)
- Legal: 1 year (Preferred)
- Customer Service: 2 years (Preferred)
Language:
- English (Required)
Work Location: Remote
Expected Start Date: 31/07/2023
